Training
Minimum Standards Training
- Records Management Basic Principles for State Employees (PDF) — Updated 2022, this version is a PowerPoint show. It is recommended that every State employee take this training as part of minimum standard training for Records Management (ROs and Assistants take training below).
- Records Officer/Assistant Training (PDF) (958kb) — Updated 2022, minimum standard training for Records Officers and Assistants
- State of Maine Policy on Preservation of State Government Records (recorded annually)
Other State Employee Records Management Training
- Managing Electronic Records (PDF) January 2021 (895 kb) — Gives information on the following: electronic records and retention schedules; email and social media retention; scanning; electronic management systems; standards for electronic management; electronic record planning and preservation; technical aspects; and Maine State Archives programs.
- State General Schedules April 2023 (pps with audio, 42,634 kb) — Gives an explanation of the State GS and how state employees can use them to manage their records. Alternative pdf format
- State Records Center (PDF) April 2023 — Gives overview of the processes and procedures of the Maine State Records Center (including transmittal and retrieval of records). (Note: Additional presenter notes are available on each slide; click lefthand corner for pop-up notes; click again to close and move to next slide.)
- Records Retention and Writing Schedules (PDF) April 2023 — Provides an explanation of the importance of retention schedules, how to determine retention periods, and the schedule process.
Training for Legislators/Public Officials
- Public Officials and Public Records (PowerPoint) — online training (474kb) (pdf version, 254kb) (For further information see FOAA document regarding Conduct of the Business of the Legislature.)
Training from the National Archives
Resources
Basic Records Information
- Advice Bulletins — informational bulletins for all state employees
- Agency Schedules — schedules which apply to specific agencies
- Electronic Record Information/Resources
- FAQs — frequent questions/answers related to records, email, and other RM processes
- General Schedules — schedules which affect all state agencies
- Records Management Contact Information — for assistance with schedules, assigning card holders, Records Center transfers, or any other records related questions
- Records Management Terms/Definitions (Word) (53KB)
- Records Officers — list of agency appointed ROs and additional RO information
- State Records Center/Archives — information on transfer/retrieval of records
Conducting a Records Inventory and Writing Schedules
- How to Conduct a Records Inventory (PDF)
- Preliminary Inventory Form (Word)
- Maine State Archives Inventory Form (Word)
- Inventory Form Instructions (Word)
- Inventory Worksheet (Word)
- Sample File Plans (PDF)
- Application for Records Retention Schedule (Word)
- Schedule Worksheet (Word)
Other Resources
- FOAA — Freedom of Access Act information
- Office of Information Technology (State Intranet) — Instructions for Archiving Outlook email